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Administrative Assistant, Director's Office
Brooklyn, NY
Job Description
| Location: |
Brooklyn, NY |
Administrative Assistant, Director's Office
Museum overview
The Brooklyn Museum is a world-renowned cultural institution dedicated to preserving and showcasing art, history, and heritage. Our mission is to bring people together through art and experiences that inspire celebration, compassion, courage, and the will to act. Our vision is to serve as an institution where art is a powerful force for personal transformation and social change. Celebrating our differences and learning about our diverse communities through our collections, exhibitions, and programming is the core of who we are and what we do.
We are committed to creating and cultivating a diverse community of talented, passionate people who are inspired to make the Museum an important hub of community activity and a great global destination. Our staff have the opportunity to grow their professional skills and work collaboratively with colleagues they admire and respect.
About the role
The Administrative Assistant is a member of the Director's Office team and works closely with the Executive Assistant to the Director, the Chief of Staff to the President, and President & COO. The Administrative Assistant maintains the President & COO's official schedule, prepares meeting materials, organizes legal and archival material, supports and organizes events, and conducts research for major projects. This position is a liaison for the President with the Brooklyn Museum staff and external stakeholders. This position will report to the Chief of Staff to the President & COO.
The best candidate for this role must thrive in a fast-paced environment that is mission-driven, results-driven, and community-oriented. The Administrative Assistant will provide attentive, intelligent, intuitive, and proactive support to the Director's Office and the President & COO- tracking meeting deadlines and operating with a keen sense of balancing shifting priorities in a fast-paced setting. It is essential that this candidate possess impeccable written and oral communication skills as well as strong and resourceful problem-solving and decision-making capabilities. The Administrative Assistant will organize and coordinate executive outreach and external relations, and oversee special projects. The Administrative Assistant will coordinate and work collaboratively with the other Executive Assistants in the Director's Office and staff throughout the Museum. The Administrative Assistant also deeply understands the importance of representing the Director's Office and therefore the Museum, and as such is a thoughtful, proactive, and gracious communicator with the Museum staff, Board, and all our external stakeholders. In addition the best candidate is passionate about the Museum, forward-thinking, full of Brooklyn pride, and art-loving. The best candidate for this role would have an appetite to learn and grow within the museum, art, non-profit, or social impact fields.
Responsibilities
- Manages the President's calendar and meetings in liaison with the leadership team, including anticipatory prep for meetings including compiling agendas and materials
- Prepares a daily schedule for the President with meeting details and relevant materials
- Prepares weekly projected scheduling reports with call outs to milestone meetings and projects moving forward
- Makes arrangements for the President's air travel, ground transportation, and lodging as needed
- Manages and tracks the Director's Office budget, submits credit card reconciliation reports for the President
- Monitors the President's incoming requests to maximize her time, with a clear understanding of her goals, values, and needs in mind
- Assists and supports the President during museum events and meetings, by coordinating and managing logistics as well as taking minutes where necessary
- Works closely with Chief of Staff to proactively secure critical meetings to move major institutional priorities forward
- Coordinate special initiatives and projects, from research to implementation, as needed
- Researching, prioritizing and following up on issues and concerns addressed to the Director's Office, including those of a sensitive or confidential nature, and determining the appropriate course of action
- Receives guests of the President and builds rapport with external stakeholders to major initiatives
- Assists with major event preparation as needed, coordinates with teams across the building to ensure preparedness
- Organizes contracts and supporting legal documentation into a well labeled system with notes, dates, and clear financial implications
- Creates strong systems to manage the President's contacts and inbox
- Grows with the role and takes advantage of the Director's office ability to mentor, sponsor, and provide professional development opportunities
Qualifications
- Associate/ Bachelor Degree and/or 2 to 5 years of related work experience
- Highly proficient in written and verbal communications, with strong grammar, vocabulary, and composition skills
- Highly proficient in MS Outlook, Word, Excel, and PowerPoint, familiarity with Concur and Zoom is a plus
- Detail-oriented, possessing strong organizational skills, initiative, and self-motivation
- Able to proactively prioritize and manage time, juggle multiple duties and tasks, and meet deadlines
- Able to anticipate problems, ask questions, seek solutions, and effectively communicate them to the President and her staff
- Able to exercise discretion and independent judgment with respect to prioritization of and recommendations on appointments
- Eager to learn, grow, and thrive in a dynamic and high-paced environment.
- Able to maintain confidentiality and discretion and possess good judgment
- Professional, welcoming demeanor and an orientation towards customer service with an ability to work with a diverse group of staff, visitors, and stakeholders
- Collaborative style and ability to adapt and incorporate input from various teams across the Museum
- Passionate about arts and culture and committed to the Brooklyn Museum mission and vision
- Able to work onsite at the Brooklyn Museum four days a week and effectively remotely one day a week
- Possess excellent judgment, a great attitude, strong work ethic, and a sense of humor
Department: Directors Office
Reports to: President & COO
Position type: Full-time
Salary: $63,240
Union status: Nonunion
FLSA status: Nonexempt
Schedule: 35 hours per week, Monday-Friday, 9 am-5 pm [or other; possibly include "This position is subject to occasional overtime and weekend hours."]
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Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
2 to 5 years
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